RECORDING SECRETARY ADDENDUM #1
STCA CLUB MINUTES
The purpose of STCA Minutes is to document all meetings of the Officers and Directors also referred to as the STCA Board. These meetings include all face to face meetings and conference calls.
Page set up to be:
Size 100% saved as '97/2003 word document
Arial font 10 points
Top 0.7 inches
Bottom 0.3 inches
Left and right margins 0.8 inches
Use Bold Fact type for:
Titles of Officers in agenda
Titles of Committees for reports
Heading and logo
Template attached as Addendum #2
There are three sets of minutes:
a. Archival Minutes – These minutes are very detailed. They contain all reports in full, all business, all voting and are to be kept in a binder in both records of the Recording Secretary and President and are passed to the next officer when that person takes office. Use Template and reformat each report to fit.
b. Web Site minutes – These minutes are the same as the Archival minutes except that due to sensitivity in voting and other matters considered in executive session certain sections are not published. (Any member may request from the Recording Sec. a set of Archival minutes.)
c. Bagpiper Minutes – These minutes require more time. These are abbreviated minutes. The gist of the report submitted by officer or chair should be captured in 2 to 3 sentences at most. Where archival minutes may be as long as 25 pages for historical record, the Bagpiper minutes should never be more than 3 pages max.
1. Summarize report
2, Do not list committee if no report received
3. Attendance – list last name only under heading
d. The President should proof read all sets of minutes before submission by the Recording Secretary.